Purpose
Indiana University School of Medicine maintains Clinical Affiliation Agreements with healthcare organizations and other educational partners to provide clinical learning experiences for medical students. In accordance with Liaison Committee on Medical Education (LCME) accreditation standards, written and signed affiliation agreements must be maintained with clinical affiliates that regularly participate in required educational experiences and, when appropriate, with other facilities that play a significant role in the medical education program.
The educational program for all medical students remains under the authority of the Indiana University School of Medicine faculty as specified in written affiliation agreements that define the responsibilities of each party related to the medical education program.
Clinical Affiliation Agreements support compliance with LCME Standard 1.4 and establish, at a minimum:
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Assurance of medical student and faculty access to appropriate resources necessary for medical education.
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The primacy of the medical education program's authority over academic affairs and the education and assessment of medical students.
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The role of Indiana University School of Medicine in the appointment and assignment of faculty members responsible for medical student teaching and supervision.
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Responsibilities for treatment, reporting and follow-up when a medical student experiences an occupational injury, infectious exposure, environmental hazard or other work-related incident.
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The shared responsibility of Indiana University School of Medicine and the clinical affiliate for creating and maintaining a safe, professional and appropriate learning environment.
A fully executed Clinical Affiliation Agreement must be in place before any medical student may participate in educational activities at a clinical site.
Responsibility
The Medical Student Education Compliance Office is responsible for coordinating the establishment, renewal, execution, and maintenance of all Clinical Affiliation Agreements and serves as the primary point of contact for affiliation agreement requests and contract administration.
Medical Student Education leadership, clerkship administration, regional campus leadership and other designated stakeholders are responsible for evaluating proposed clinical sites and confirming continued educational need for existing affiliations.
New Clinical Affiliation Agreements
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Requests for new Clinical Affiliation Agreements must be submitted to the Medical Student Education Compliance Office at compreq@iu.edu by a campus of influence representative, clerkship director, clerkship coordinator, regional campus administrator, affiliation site controller or other authorized individual.
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The Medical Student Education Compliance Office reviews the request with the appropriate Medical Student Education stakeholders to determine whether the proposed site meets educational and programmatic requirements for student placements.
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Upon approval, the Medical Student Education Compliance Office initiates the affiliation agreement process with the clinical partner. Whenever possible, IU School of Medicine utilizes the AAMC Uniform Clinical Training Affiliation Agreement and Implementation Letter. Clinical partners may also submit their institution's standard affiliation agreement for review.
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The Medical Student Education Compliance Office serves as the primary liaison throughout the agreement review, negotiation, approval and execution process and coordinates all required institutional reviews and signatures.
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Agreements requiring legal review or modification are routed through the appropriate Indiana University approval channels, including the Office of University Counsel and Medical Student Education leadership, as necessary.
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Following execution by all parties, the Medical Student Education Compliance Office maintains the official agreement record and provides a fully executed copy to the clinical partner.
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Students may not participate in educational activities at a clinical site until a fully executed Clinical Affiliation Agreement is in place.
Renewal of Existing Clinical Affiliation Agreements
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The Medical Student Education Compliance Office monitors agreement expiration dates and initiates renewal activities approximately six months prior to expiration.
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Prior to renewal, the Medical Student Education Compliance Office confirms with the appropriate Medical Student Education stakeholders that the site remains active, educationally appropriate and necessary for student placements.
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The Medical Student Education Compliance Office coordinates renewal discussions with the clinical partner and facilitates any required revisions, reviews, approvals and signatures.
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Renewal agreements must be fully executed before the expiration of the current agreement to ensure uninterrupted student educational activities.
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The Medical Student Education Compliance Office maintains official agreement records and renewal documentation in accordance with Indiana University record retention requirements.
Records Management
The Medical Student Education Compliance Office maintains official affiliation agreement records and supporting documentation in accordance with Indiana University record retention policies and procedures.